What does it mean when I get an "error -115" when installing OGwin to a server?

An error -115 means that a file is in use, therefore it could not be copied over, or you do not have access to the directory to which you are trying to install OGwin at the server. First, verify everyone is out of the system. Then try installing OGwin again. If you still receive the error, check with your network administrator and verify you have full access to the directory to which you are installing.

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Should I install OGwin at the server or from a workstation?

OGwin installations and upgrades should always be done from the workstation, whether you are installing to the server or as a single station. The OGwin installation tests for user rights and path problems.

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Why can't I see the bottom of the screen on OGwin applications?

This is most likely caused by the user using a video driver setting that is less than 800 X 600. OGwin does not support video drivers less than 800 X 600 large fonts. Go to Start; Settings; Control Panel/Display settings tab and change the display to 800 X 600 or larger.

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How can I name a station a name already in use by an obsolete station?

First, you must delete the station name from the old station. Log into OGwin as Supervisor. Go to Supervisor/Station Maintenance and click the button labeled “Options”. Select the name of the station that is old and click Delete. After removing the old station name, go back to the new computer to which you would like to give the name and rerun OGwin. When the box appears, type in the name you wish to call the new station and then start OGwin again.

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How do I set up new users in OGwin?

1. Login in as Supervisor to the OGwin database to which you would like to add a user.
2. Go to Supervisor/User and Group Maintenance.
3. Under the Users tab, click New User and type the user’s name and password into the fields.
4. You can copy the permissions of a current user by selecting the users name from User to Copy.
5. Click Ok and then close.
6. For these changes to take effect, you will have to logoff of OGwin.

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How do I set up new groups in OGwin?

1. Login in as Supervisor to the OGwin database that you would like to change or add user and group preferences to.
2. Go to Supervisor/User and Group Maintenance.
3. Under the Groups tab click New Group, type the groups name in the field and choose a Group to model the permissions of the new group by from Group to Copy.

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How do I change User and Group Access in OGwin?

User and Group access can be set to allow users no access to certain areas of OGwin, Read-Only Access to certain areas or Full Access to the area where changes can be made to the database.

1. Log in as a Supervisor to the database on which you want to change the access.
2. Go to Supervisor/User and Group Maintenance.
3. Under the User and Group Maintenance tab you will see three windows:
   • The top left window shows all the users on this database.
   • The bottom left window shows all the groups on the database.
   • The right window shows the access rights of the user or group selected.
4. To change the rights of a user or group:
   • First select them from the windows on the left.
   • You will then see the access rights for your selection on the right.
   • You will see either a Red X, denoting No Access, a pair of Yellow Glasses, denoting Read Only Access, or a Green Check, denoting Full Access to the particular process.
5. To change the permission of a particular process, click the icon representing its current access level until it changes to the desired level.
6. You will have to logoff of OGwin and then log back in for the changes to take effect.

Note: If a user is a member of a certain group and you change the group’s access rights, the user’s access rights will also be changed.

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My company has Bank Reconciliation on the menu, but we never use it. Does it matter if we leave Bank Reconciliation turned on?

Bank Reconciliation plays a significant role in the handling of data in the database. Any record that affects cash has a designation of "un-reconciled". A JE record that is un-reconciled is never deleted from the database. Reconciled JE records are eventually summarized and drop off according to the retention periods defined for the company. If these un-reconciled items remain un-reconciled they will continue to accumulate and will cause reports and other normal processing functions to run slowly because of having to go through excessive JE records. If a database will never use Bank Reconciliation it is best to have it turned off so as to prevent excessive records from accumulating. Once the Bank Reconciliation feature is turned off, an Edit Database can be run to reduce the size of the JE file. Another option is to run the “Mass Clear” function periodically to mark the items as reconciled. Contact OGSYS Support to discuss which is the best method for you.

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What does the "Summarize GL Account" field do in Chart of Account Maintenance?

This field allows for a "mixed" GL to be printed - summary and detail. A General Ledger report can be run with Full Summarization, Partial Summarization or No Summarization. Full Summarization will summarize only those accounts that been set to Summarize GL Account=Y while printing all detail for all other accounts. Partial Summarization will summarize detail for those same accounts that allow summarization but only at the location level instead of overall.

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How should Operating Group Maintenance be used?

Operating Group Maintenance is a maintenance item created for the Production Module. The operator, state, and federal numbers are defined in the maintenance. The Operating Group is then assigned to a well. If a well doesn't belong to an Operating Group, production information cannot be maintained for the well. If you do not have the Production Module, Operating Group is still available for use as a selecting and sorting field on by well reports.

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When I use Purchaser Check Control Maintenance I now see some additional options beside the "Expect Check" field. What do they mean? And what are they used for?

The new selections specify the frequency or reason code for whether or not an actual revenue-check is EXPECTED via this check-mask each month. These selections are used as filters for the "Missing Checks" report that is run from the Revenue Processing menu. Only the masks that you select during the "Missing Checks" report will be qualified to print when no check is present.

You may limit items from appearing on the "Missing Checks" report in the selected month by selecting one or more frequency or reason codes to qualify the item when a check is missing for the period.

There is no meaning associated with these categories except as a filter for this report.

• Y - Monthly
• A - Annual
• P - Production Month Lag
• C - Non Consent
• B - Balancing
• W - Workover
• N - Never

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What happens if I print all non-qualifying Vendors?

Printing all non-qualifying vendors means that all vendors will print regardless of whether or not they have any payments over the minimum amount to be reported and regardless of the flag in the master file for "Send-1099".

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When I go to close January 2008 for Revenue, it reads it will purge prior year’s 1099 information. Does this mean for 2007?

When the 2007 check was voided, the 1099 file for 2007 was updated. You won’t see this unless you rerun the 1099’s for 2007. What happens in 2008 depends on whether or not you reissue the check. If the check is reissued in 2008, the 1099’s for 2008 will be updated for the check. If this is not the desired result, use the “1099 Adjustment” menu to adjust the amounts for 2008.

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Can I print 1099s more than once?

Yes, 1099s can be printed over and over again until the information is purged. OGSYS does not purge 1099 information until the 1099s have been printed after the December month has been closed for that module.

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Which address box is used for 1099s?

The main address on the general tab is used for 1099s.

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How do I get Vendor 1099s to print in the Rentals box?

The 1099 type for vendors is set on the Master Info 2 table in Vendor Maintenance.

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What are substitute 1099s?

The IRS allows substitute 1099s to be sent to Owners/Vendors instead of the standard 1099 forms. This is especially helpful to Users who file electronically. Send the electronic file to the IRS, then print substitute 1099s to send to the Owners/Vendors. Then, it will not be necessary to buy the standard 1099 forms.

Note: Do not send substitute forms to the IRS. You will be charged a penalty fee for filing incorrectly

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How often should I backup my data?

Some general backup recommendations are:

• Back up all data files as a set (*.DB in your \DATA subdirectory).
• Only restore the data files as a complete set (*.DB to your \DATA subdirectory). OGSYS verifies file edition dates each time the system is used. If one file is of a wrong edition, OGSYS prevents further processing until the error is corrected.
• Back up at least daily. Also, back up immediately after completing a lengthy process. During times of extensive data entry, back up twice a day.
• We recommend you use up to 18 tapes or CD’s in your backup routine: 5 tapes/CD — one for each day of the week; 12 tapes/CD’s — one for use prior to closing each month of the year; and 1 tape/CD — for the final year-end backup. The final year-end backup should be of the entire \OGwin directory, not just the \DATA subdirectory. This will allow you to restore and reprocess data even after updating your live software to a newer version.
• Keep one of the daily backup tapes in another secure location (a safe deposit box is a good location).
• Keep a log of backups and enter this information into the Event Log by using the “Event Log Maintenance” on the Supervisor menu.

Remember: Tapes and CD’s are mechanical media and are subject to periodic failure. If using tapes, you should rotate your daily tapes with your monthly tapes to use your media more evenly. Periodically purchase new tapes to replace worn tapes. Return to Client FAQs

I want to see my report in an Excel© spreadsheet. How do I do that?

Reports generated by the OGSYS Report Writer (230 – Financial and 250 – Property Reports) can be exported in an XLS format to be used with Excel. This provides the user with relevant data that can be the basis for the simplest to the most intricate spreadsheet. Additional reports can be generated as true XLS reports.

These additional reports are as follows:

• 210 – General Ledger
• 212 – Trial Balance
• 240 – Property Sub-ledger
• 330 – A/P Check Register
• 340 – A/P Detail Listing
• 430 – Revenue Check Register
• 440 – Revenue Suspense
• 520 – Production Reporting
• 640 – Aged A/R Listing
• 650 – Delinquency Analysis
• OWM – Owner Master Listing
• PUM – Purchaser Master Listing
• VNM – Vendor Master Listing

After selecting the report setup options, use the Output Options tab for ‘Send to:’ and select ‘ XLS File’. Do not select ‘Excel File’ or the output will be a Tab-Delimited file. Specify the File Location and Name to be used for this file. Use the default extension of XLS so that the file is recognized by Excel as a file in the proper format. The resulting output file can be customized further with the selections found on the ‘Customize XLS File’ tab. When a report is generated as an XLS file, a copy of that file is also held in the Output Manager. Double-clicking on the file from the Output Manager will cause Windows to open that file using Excel. Your system will not recognize an XLS file if Excel has not been installed on your computer.

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How can I e-mail a report to someone?

Print the report to Hold. If you use Microsoft Outlook©, use the Send Mail button in the Output Manager to select a report to attach to an e-mail message. If you don’t use Microsoft Outlook©, click on the Extract button and choose ‘Extract to File’. Specify the full path and filename to save the report. Attach the specified file to an e-mail message using your e-mail program.

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It’s the end of my fiscal year. Are there any special procedures to remember?

BACKUP YOUR ENTIRE DATABASE. The main OGSYS directory, programs, control files, and data should be backed up prior to the year-end close. The importance of backups cannot be stressed enough. This is a backup that should be kept. Do not reuse this tape. In the future you may wish to restore this data and run reports to see detail that is prior to the detail period specified for your G/L. Test your backup to make sure that it is good. CHECK YOUR FIXED ACCOUNTS. Before closing your G/L for the first year-end close, make sure that the fixed accounts are correct. OGSYS will close all the accounts with an account number higher than the first P&L account to Retained Earnings. Be sure that all asset and liability accounts fall before the first P&L in the chart of accounts list.

If you are a partnership, make sure that you are using separate accounts for the Capital, Contributions, Distributions, and Retained Earnings accounts. Incorrect balances for the owners may result from using the same account for the various capital fixed accounts. CLOSE THE YEAR - When you set up your company in Company Maintenance, you set the month of your company's fiscal year end. There are no special procedures necessary for the Year-End Close. When you perform the Month-End close, OGSYS will note that the fiscal year end month and the processing month are the same, and close the P&L accounts to Retained Earnings. No action is required on your part. The zero balances for the P & L accounts and the change in Retained Earnings will be reflected in the beginning balance for the next year. The December balances for your accounts will be unaltered. Do not leave your year-end open. When the majority of your December (or fiscal year-end month) monthly processing is finished, you should close December (or fiscal year-end month). Any forgotten entries or adjusting entries may be made later and December may be re-closed.

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How do you create additional databases for OGwin?

1. Go to the Supervisor menu to Site Maintenance.
2. Click the new button on the bottom of the screen, and it will give you access to name your database and identify the location on the network.
3. Make sure you check the box "Create a new database," and then click the Update button.
4. Reply "Yes" to the question to change the path of output files.
5. OGwin will create new directories and files, giving you an empty database.

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What is the difference between accrual, journal, and cash dates in OGwin?

The full power of OGSYS' reporting capabilities is realized when you understand the three dates that are utilized within the system. G/L report specifications allow a choice between Cash-Date Basis, Journal-Date Basis, and Accrual-Date Basis reports. The key to useful reporting is understanding how dates are used in OGSYS.

A summary of how each date is reflected in the three major transaction types as shown below:

Type	Cash	Journal	Accrual
A/P Checks	Check Date	Check Date	Check Date
A/P invoices	Check Date	Transaction Date	Transaction Date
JIB Invoices	Payment Date	Pay-through Date	Pay-through Date
JIB Redistribution	Check Date	Original Production Date	Original Production Date
A/R Invoices	Payment Date	Invoice Date	Invoice Date
Revenue Payable	Deposit Date	Production Date	Production Date
Revenue Receipts	Deposit Date	Deposit Date	Deposit Date
Revenue Checks	Check Date	Check Date	Check Date
Revenue Redistribution	Check Date	Original Production Date	Original Production Date
Journal Entry	Voucher Date	Voucher Date	Voucher Date

The cash date and journal date of a transaction is determined at the time the transactions are final posted. However, the accrual date for the general ledger is a little more complicated. At the time of a general ledger close, the system looks at the journal date of each unclosed transaction (as shown in the chart above) and then determines if the journal date is at or prior to the closing date. If so, the transaction is ACCRUED OR CLOSED into that month. Transactions that have previously been closed into a month and those with a date exceeding the close date are not affected.

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How Do I install Pervasive 2000 to an NT\2000 server?

You must install the Pervasive.SQL Server for Windows NT\2000 at the server itself; you cannot install it remotely from a client machine.

To install Pervasive.SQL 2000 (Server Edition) on a Windows NT machine:

1. Launch the installation program from your Windows NT machine.
   • Insert the Pervasive.SQL Server for Windows NT CD in the CD-ROM drive of your Windows NT server.
   • If the installation does not start automatically, click Start, select Run, and type “drive:setup” where drive is the drive letter of your CD-ROM device.
   • The following dialog box displays: Pervasive.SQL Setup Welcome Screen – “Click Next to proceed with the installation. Installing Pervasive.SQL 2000 on Windows NT.”
2. In the Select Product screen, click Pervasive.SQL Server. Select Product Screen and Click Next to proceed with the installation.

3. Select whether you want to do a typical or custom installation.

   The typical installation, which is recommended for most users, takes default actions for most operations performed during the installation. The custom installation lets you choose the components you want to install and specify the program folder name and Pervasive.SQL 2000 engine service start mode.

   The typical NT server installation installs the following components:
   • Pervasive.SQL 2000 Engine (including ODBC interface)
   • All possible requesters (MS-DOS, Win16 and Win32 requesters)
   • Utilities
   • Transactional and relational interfaces
   • Client installation copies
   • Online documentation on Installing Pervasive.SQL 2000 on Windows NT
   During a custom NT server installation, the following components are optional:
   • Online documentation
   • Network client support
   • Client install programs for DOS and Windows

   If you choose a custom install, refer now to “Custom Installation Path” on pages 2-14 of your user guide. At the end of that section you will return to this step to continue the installation.
   Click Next to proceed with the installation.

4. Select your installation directory.
   The default installation location for Pervasive.SQL 2000 is C:\PVSW, assuming the Windows system drive is C. You can specify a different location for the installation as shown in the following dialog box: Selecting your Installation Directory of Pervasive.SQL.2-10 Getting Started with Pervasive.SQL 2000

   If you want to change the default directory, click Browse and select the desired directory. Click Next to install the Pervasive.SQL files. File copying will begin at this point. When it is complete, you will register your user count license key.

5. Copy the Pervasive.SQL server software to your hard disk.
   Please wait while the Pervasive.SQL server files are copied.

6. Apply your user count license key.
   The Setup User Count License dialog box displays: Applying the User Count License Your Pervasive.SQL 2000 server is set to the number of users specified in the license key. When the update is complete, a dialog box informs you that you have increased your user count license to support that number of simultaneous users. At this point, your Pervasive.SQL 2000 transactional and relational services will be started installing Pervasive.SQL 2000 on Windows NT. Note! If you do not yet have a license key or it is not with you at the moment, you can still continue with the installation. Click Skip at the Setup User Count License dialog box and run the User Count Administrator utility at a later time to install a user count license key. Please wait until the installation is complete.

7. Perform engine functionality check.
   It is recommended that you perform this test to ensure that the transactional and relational interfaces are communicating properly. If performing the test, select the samples subdirectory of the server installation location. This will test the transactional interface.

   Getting Started with Pervasive.SQL 2000 - If you performed the test, the following status screen informs you of the test’s progress: Testing 32-bit Btrieve Interface Screen. Click Finish Installing Pervasive.SQL 2000 on Windows NT.

8. Your Pervasive.SQL 2000 server installation is complete.
   The following screen informs you that the installation is complete.
   Install Complete Screen - It is highly recommended that you leave the View readme file check box selected.
   Click Finish.

Note: If you had any trouble with installation, see Chapter 9 of your user guide, “Troubleshooting Installation Problems.” If installed files could not be copied because they were locked in memory, a reboot may be necessary at this point. The install program modifies the PATH, PERVASIVE_PATH and CLASSPATH environment variables at the end of the installation process. These settings control how your Windows operating system finds Pervasive components. These environment variables are stored in the Control Panel under the Environment tab on the System icon.

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